Add an intake form to a practice area
Add an intake form to a practice area to associate it with a record producer and define assignment rules and service level agreements.
Before you begin
Role required: sn_lg_ops.legal_config
Procedure
Navigate to All > Legal Administration > Practice Areas.
Open a practice area to which you want to add an intake form.
In the Intake Forms related list, click New.
On the form, fill in the fields.
| Field | Description |
|---|---|
| Name | Unique name of the intake form. |
| Default subcategory | Default subcategory to associate with the intake form. |
| Practice area | Practice area to which the intake form belongs. |
| Short description | Brief description of the intake form. |
| Record Producer section | |
| Type | Type of record producers to associate with the intake form. You can select from the following options:- Request: The practice area lead cannot promote requests submitted under this practice area to a legal matter. - Matter: Legal department users can submit a matter under this practice area. - Request and Matter: The practice area lead can promote requests submitted under this practice area to a legal matter. During promotion, the field values from the legal request record are copied over to the matter record. |
| Request record producer | Record producer to submit requests in the associated practice area. Select an existing request record producer or use the Create Request record producer related link to create one. The newly created request record producer contains default values for a few fields that will be pre-populated in the request form. Note: The Create Request record producer related link appears only when this field is empty. This field appears only when Request or Request and Matter is selected as the Type value. |
| Matter record producer | Record producer to create a legal matter.If a matter can be created directly, associate an existing matter record producer. To create and associate a new matter record producer, click the Create Matter record producer related link. Note: The Create Matter record producer related link is available when this field is empty. This field appears only when Matter is selected as the Type value. |
| Default matter template | Matter template that is selected by default while promoting the associated legal request to a matter.This field appears only when Matter or Request and Matter is selected as the Type value. |
| Options | Options to change the default behavior or flow of legal requests, legal matter, or both as per your business needs. You can select from the following predefined options:- Assigned To field not mandatory: The Assigned to field on the Legal Request form becomes an optional field. - Disable Request Adhoc Approvals: Legal fulfiller working on the legal request cannot initiate an ad hoc approval for requests or attachments. The Initiate Approval button will not be available on the Legal Request form. - Disable Request Reopen: The requester cannot reopen a legal request that has been closed. The Reopen Request button is not available on the Standard Ticket page. - Editable Assignment group in Request: The practice area lead, group manager, and legal fulfiller (user in the Assigned to field) can change the assignment group in a legal request. Note: On changing the assignment group, a member of the existing group member who is not in the updated assignment group might lose access to the request. The Assigned to field is also cleared.
Note: On changing the assignment group, a member of the existing group member who is not in the updated assignment group might lose access to the matter. The Matter owner field is also cleared.
Important: Only one external storage provider can be configured for an intake form.
Note: The option is available only for the sn_lg_ops_contract_request table.
|
Click Submit.
An intake form is added to the practice area. The Checklist section and related lists to manage subcategories, service level agreement definitions, assignment rules, and matter templates appear.
Add to-do items in the Checklist section to provide a list of activities for the request fulfiller.
When an employee submits a new legal request through the intake form, this predefined checklist appears as the default to-do items in the corresponding request.
- Click the more actions icon (
More actions icon\) next to the **Checklist**.
2. Click **Create new**.
3. Enter a description for the to-do item and press the Enter key.
What to do next
- From the Subcategories related list, add a new one subcategory to associate it with the intake form.
- From the SLA Definitions related list, create a service level agreements (SLA) definition, if required.
- From the Assignments Rules related list, create an assignment rule for an intake form.
Click the Edit in Catalog Builder related link to update the record producer for a legal request or matter or both based on the Type field value. For more information, see Create or modify a record producer for legal services through Catalog Builder.
The admin can also create or modify record producers for legal services.
From the Matter Templates related list, associate a matter template with the intake form if a matter record producer is selected.